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Johnston County Schools

Band Handbook March 2013

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Purpose

The purpose of this handbook is to describe the pertinent operating procedures for the Johnston

County Schools Band program. It is intended as a reference for our band directors, to provide

information about administrative rules and regulations, which affect their programs. It should be

viewed as a framework for our band programs to operate efficiently and to provide maximum

opportunities for our students. The rules and regulations governing our band program come from

the Johnston County Board of Education, the North Carolina Music Educators Association,

Southeastern District Bandmasters Association, and the Johnston County Band Directors

Handbook. Each band director should familiarize himself or herself with this handbook. Each

director is expected to represent Johnston County Schools to the best of his/her ability. It is a

violation of the director’s contract to fail to fulfill those duties in accordance with the above

organizations.

Vision

It is the philosophy of JCS that a quality music program will serve a vital role in the overall

education of our students and will foster a flame for learning. The JCS Band programs will instill

in students an appreciation and understanding of theory, history, beauty and performance of

music that will enrich their lives, regardless of their future professions. Participation will provide

opportunities to build character and discipline and provide a healthy emotional outlet.

Band Director’s Code of Conduct

Directors employed with Johnston County Schools will conduct themselves with a positive

attitude. Their actions are reflective of the school they represent, as well as the entire school

system. The director’s goal is to stress the importance of music education in the total school

curriculum as an enhancer of music and learning. The directors will foster a flame for musical

learning by stressing music education.

Directors further agree to:

Comply with all rules and regulations set forth by the Board of Education, and

the Johnston County Schools’ Band Handbook.

Be a positive role model that all students will emulate. Directors will be mindful

that they are serving “in loco parentus” and any relationship with students other

than the director/student relationship is strictly forbidden.

Do everything possible to promote a wholesome attitude toward band among

students, faculty, and the entire school community.

Promote the music program as first rate and make every effort to ensure parents

believe our vision.

Do all they can to make another school’s visit to our campus a pleasant

experience.

Not use or allow students to use profane language or other negative behaviors

that would be detrimental to the school system.

Require students to dress appropriately while representing Johnston County

Schools and display a positive attitude at all times.

Respect and support contest officials by avoiding conduct, which would incite

students and/or spectators.

Discipline students who display unacceptable behavior.

Look after the equipment and facilities of their respective bands.

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Note: Marching Band is co-curricular in all considerations in this handbook. Johnston County Schools

BANDMASTERS ASSOCIATION BY-LAWS & PROCEDURES

Organization

Introduction

The name of this organization shall be the Johnston County Bandmasters Association (JCBDA).

This organization is a division of the Johnston County School System (JCS). The purpose of the

JCBDA is to promote music education in its member schools by providing opportunities for

directors and their students to participate in band-related activities sanctioned by Johnston County

Schools. Active Members are employees of JCS actively serving as band directors within the

county. All active members are considered voting members.

Membership

All directors in JCS are expected to maintain professional standards in regards to membership and

attendance of county wide events. The following chairpersons will be elected on a yearly basis by

the directors and are expected to fulfill the duties as listed.

High & Middle School Chairpersons

The Chairpersons will be responsible for:

Setting the dates and times of countywide PLCS and meetings

Notifying the directors of the meeting times and send out any additional

communications

Securing clinicians

Tabulating auditions

Corresponding with the clinician for clinic music and forwarding folders of music to

directors for their students

Arranging housing for clinicians and procure funds for clinicians

Acting as contact to place alternates

Leading band director meetings

Acting as liaison with the county office regarding county band activities and funding

Will assign duties of creating the concert program for the All-County Concert and will

assign a member to act as Master of Ceremony at the concert.

Audition Chairperson

Preparing audition materials including:

o Scale requirements, solos and sight-reading

o Score sheets

o Sign-up sheets

o Scale posting sheets

Judging assignments

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Audition Host

Audition Host will be responsible for:

Reserving facilities including:

o Number of rooms needed

o Tabulation room with computer and printer

o Distributing results via hardcopy or email

o A large room for warm ups

o A room for percussion

Placing a stand and chair in each room

Procuring and placing directional signs for students

Helping students, parents and judges as needed

Providing refreshments for judges if possible

Clinic Host(s) and Concert Host(s)

The clinic host(s) and concert host(s) will be responsible for:

Reserving facilities including:

o Band room or other rooms for rehearsals and warm ups

o Auditorium for concert

o Arrange for custodial staff as needed

Providing meals for clinicians, directors and students during rehearsal

All County Band Functions

All County Band Auditions

All Band Directors will be required to be at the middle school and high school

auditions and to judge as necessary.

Student Eligibility: to be eligible to participate in the all county band clinic, the

student must present the medical release form and the clinic attendance

agreement with all the required information and signatures. The student must

comply with normal school regulations as well as those deemed necessary by the

personnel of the host school. Any student who fails to comply with clinic

regulations will lose his eligibility. Please note: Students are expected to attend

all rehearsal sessions in their entirety. Students who fail to do so may not be

allowed to participate in the concert.

Each band should be represented in the All County Band. If a school is not

represented after auditions are completed, then the highest placing member of

that band should be placed at the end of their section.

Individual band directors may set additional eligibility requirements within their

band programs. It is recommended that directors use some type of screening

process with their students prior to the actual audition date so that students who

are not adequately prepared will not hamper the audition process.

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General Guidelines

Each director should go over all rules and procedures with their students prior to

tryouts. They should also caution their students of the possible consequence of

not following the procedures or rules.

Each director should also caution their students about excessive noise in the halls

and/or warm-up area.

All directors should judge as assigned by the Auditions Chairperson. Only in an

emergency should a director fail to show up for tryouts. When there is a conflict

with another school activity or district event, and it becomes impossible for a

director to serve on an assigned committee, they should contact the Auditions

Chairperson.

When not in a tryout room, all directors should try to remain visible and help

supervise students.

It will be the professional responsibility each member to be present for both High

School and Middle School auditions. Every director is needed to operate a fair

and efficient tryout event.

Tryout Material

Tryout material copies of solo, scale list and sight-reading are to be supplied by

the auditions chairperson.

Solos will be written for all county that are separate from all district

requirements.

Music for sight-reading shall be commissioned and kept sealed until the time of

the audition.

Each student will be asked the same material and the same scales as all others on

that particular instrument and is given an opportunity to play all of the exercise

selected by the committee. Even if it is obvious that the student cannot play the

exercise, the student should not be stopped before they complete the exercise or

stop on their own.

A brief warm-up will be allowed in the audition room at the discretion of the

judge.

Students are responsible for being at the audition room five numbers ahead of

their own audition number, ready to tryout when their number is called.

Students are allowed to take their copy of the solo only into the room. Scales are

to be played from memory. The sight-reading music should be placed on the

stand only during the sight-reading portion of the tryout and removed/covered

before the next player enters.

Sight-reading study time will be 45 seconds.

Audition requirements for the High School Honors Band are the 9-10 SEDBA

All-District Band scale/rudiment requirements and sight-reading.

Audition requirements for the 8th Grade Symphonic Band are Middle School

SEDBA All-District Band scale requirements for B flat concert scale, E flat

concert scale, F concert scale, and the chromatic scale. Percussion will have to

play all required SEDBA rudiments. Additionally students will have to play a cut

from SEDBA Middle School solo and will be required to sight-reading.

Audition requirements for the 6th & 7

th grade concert band are the B flat concert

scale, the E flat concert scale, the F concert, and B flat concert chromatic scale

(except horn, F concert chromatic scale.) Percussion will demonstrate proficiency

on the flam rudiment, double stroke roll, parradiddles, and the orchestral buzz

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roll ppp-fff-ppp. Students will play a short prepared solo provided by the band

directors. Students will also have to sight-read.

All students will play all major scales on the list and the chromatic scale from

memory.

Percussion students may audition on more than one percussion instrument. All

other students shall audition on only ONE instrument.

A student may leave the audition site with a parent anytime after completing

his/her audition. However, once a student has left the site, he/she cannot return.

All tryout results should be posted in an area easily accessible to students, and in

the director’s lounge. Directors should be allowed to view the results before the

posting, if possible. ALL JUDGES HAVE A POST AUDITION MEETING

WITH THE AUDITIONS CHAIR TO REVIEW THE INSTRUMENTATION

OF THE ENSEMBLES.

Misconduct

Any student who refuses to cooperate and does not follow procedures or is

suspected of any violation of tryout rules, should be immediately reported to the

judges and the auditions chairperson

Any monitor, hall or inside, who suspects any irregular actions or misconduct of

judges should report it to the auditions chairperson

Hall monitors should keep noise down in the halls outside of tryout rooms and

notify judges and host director if they have any problems.

Any student caught in violation of these requirements will be disqualified.

Instrumentation for All County Band

Instrumentation of All County Band will match the SEDBA All District Band: 10

Flutes 2 Oboes 2 Bassoons 20 Clarinets 2 Alto Clarinets 4 Bass Clarinets 1

Contra Bass Clarinet 4 Alto Saxophones 2 Tenor Saxophones 1 Baritone

Saxophone 12 Trumpets 8 French Horns 9 Trombones 4 Euphoniums 6 Tubas 1

String Bass 4 Snare/General Percussion 2 Mallet Percussion 1 Timpani Please

note: Modifications to the instrumentation may be made at the clinician’s request

or the judges’ recommendation.

Alternates: Alternates shall be selected for each section of each band. The

alternate will move in at the bottom of the section, then all others will move up.

Ties: Ties in scores shall be broken by 1) the sight-reading score, 2) the solo

score and 3) the chromatic scale score. In the event of an unbreakable tie, all

students involved shall be placed in the band. Ties in alternates’ scores shall be

handled in the same manner.

Results: Results of the All-County Audition will be posted after final review by

the directors.

Responsibilities of Directors

If a director has students participating in a clinic, that director is expected to

attend the ENTIRE CLINIC and provide SUPERVISION for his/her students.

In the event of an emergency, a director may ask another director to supervise

his/her students.

In this event, the chairperson must be notified by the director wishing to be

excused. This notice must include: 1) the name of the covering director, 2) the

name(s) of the student(s) involved and 3) the name(s) and phone number(s) of

the parent(s) of the student(s).

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The chairperson and the clinic host, acting together, shall have the authority to

make emergency decisions during the clinic.

Concert Attire

Students participating in the clinic bands shall wear concert black and white.

In the event a student is unable to wear black pants and a white top, the student

should wear dress clothes appropriate to the occasion.

Band Directors/Volunteers

It is the responsibility of the principal to recommend a candidate for band director for the school

and assure that all volunteers who will help direct or assist with the band program have completed

the volunteer approval process required by the school system. This should be done in conjunction

with Johnston County Schools Human Resources Department. All volunteers for any band

program must successfully complete all pre-employment background checks required by all

Johnston County employees. No parent, staff member or volunteer may work with a school until

all applications have been submitted and approved. No band director shall solicit help from a

volunteer assistant director or hire an assistant director without the consent of the principal. A

volunteer director may not direct his/her child or grandchild. Volunteers who have completed the

appropriate paperwork and has been approved as a Level 2 volunteer may be allowed to solely

supervise students. This includes personnel hired with band booster funds.

County Wide and Community Event Participation

All directors are encouraged to participate in countywide and community events. For middle

school programs, this should not include parades. Participation in any countywide or community

event or competition should be at the discretion of the director with input from the principal and

should align with the goals and ideals of each individual program.

Student Daily Participation

Each director should encourage all students with band interest to participate in

band. At no time should a director use undue influence to pressure a student to

try out for band in lieu of participating in another extra curricular activity.

Students must attend school for at least three and one half hours on the day of a

performance to be eligible to participate in that performance or to participate in

practice that day.

Each director should promote the participation in more than one semester of

band.

Any student who receives OSS on the day of a performance or practice will not

be allowed to participate in the performance or practice.

Each director will have a set of written rules and regulations for their band. A

copy of these rules will be signed by the parent and the student-musician and

kept on file by the director.

Each individual director should distribute band rules at a general meeting at the

beginning of the year and have the student and parent sign stating that they have

been given and understand the rules. These guidelines should include the

consequences for failing to meet required expectations. Students will also sign

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the agreement between students, parents, and school prior to participating in the

band program.

Marching Band is co-curricular. Students must be enrolled in Marching Band to

be allowed to participate in Marching Band.

Middle School Participation with High School Band

8th grade students will be allowed to participate with high school band programs

with permission from the middle school principal, high school principal, and both

band directors when a specific situation warrants the participation.

8th grade students may attend high school band overnight field trips with

appropriate forms signed by parents. These students will have the same

responsibility for finances as high school band students.

6th or 7th grade band students may only participate in high school band activities

in the rare cases with special permission by the middle school principal, parent,

high school principal, and both band directors.

Early Dismissals

Pending prior approval of Superintendent or his designee, band students may be

dismissed from school early to participate in band competition and performances. Every

effort should be made to schedule all performances so that an early release is not

necessary. If an early dismissal is needed, a written request should be submitted to the

Chief Academic Officer for prior approval before the beginning of each season.

Practice Restrictions

Each director is responsible for setting practice schedules that are in compliance with the

standards set forth by the Johnston County Board of Education. All precautions should be taken

to make sure that practice conditions are safe for band students. Special consideration should be

taken in regards to high heat, high humidity, and severe weather. Staff and student safety are a

director’s primary responsibility. Band/color guard/auxiliary unit outdoor practices should follow

the same rules for participation in hot weather as athletic teams. If actual temperature reaches or

exceeds 90 degrees or higher, summer rehearsals will conclude and/or be moved to an indoor

facility.

No practices, including optional practices, are permissible on observed holidays and Sundays.

Saturday practices are to be kept to a minimum. On rare occasions, bands may practice on

Saturdays at the start of season and immediately before a competition. In addition to

class time, school bands may practice no more than a total of 10 hours during a regular

week with no activities. Under special circumstances, such as the week prior to a

competition or major performance, the band may not exceed 20 hours practice time

outside of class. All summer band camps should not exceed 40 hours per week.

Risk Management

Directors should always place the welfare of students above competition and performance.

Directors should never place a student in a situation in which they know is unsafe and which the

student is unprepared. Directors should always supervise high-risk activities.

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Decisions of the Certified First Responder or EMT personnel are final and must be adhered to by

the director.

Equipment

Each school shall develop procedures for issuing equipment to students. Directors will be

provided instructions for the proper care of equipment and should maintain all equipment in

proper playing order. Directors are responsible for keeping inventory of all equipment they are

issued. All equipment should be returned to the director at the end of the season.

Directors are encouraged to use an Instrument Use contract. This should include information

about the student and the instrument they are using that may or may not be the property of the

school and/or Band Boosters. Any excessive usage or damage to these instruments will be the

responsibility of the student.

Preseason Training

Johnston County School Board Policy 2510 regulates the use of school facilities. Preseason

training may be held in an effort to compliment the band program but should not be used to

pressure students to become involved. The principal should approve all preseason training

contribution amounts.

The director may collect contribution amounts from participants. If this is the case, no money is

processed through the school system. The director is responsible for making salary and expense

payments and affiliated reporting.

Directors are responsible for filing the correct facility use paperwork through their administration.

Uniform Purchases

Uniform purchases are the responsibility of the band program of each school. The band directors

association should set up a rotating schedule for the purpose of purchasing uniforms to maintain

equity in the purchase of uniforms.

Travel

Directors may provide a balanced and competitive program by offering students

qualitative experiences through travel.

Travel for each band may not be limited to in-state only. Travel may also include

in-county performances outside of school.

Travel may not require all band members. Individual groups (such as Winter

Guard, Jazz Bands, Concert Band, Winter Drum line, etc) may travel in order to

continually build and develop individual groups.

It is the director’s responsibility to limit travel to within the band’s means.

Directors may not travel more than its membership can financially support.

Travel may occur in both Fall and Spring semesters.

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Overnight Travel

Overnight trips will be approved according to the Johnston County Schools Board of Education

Policy guidelines. Overnight stay for these trips should be considered when the roundtrip mileage

exceeds 150 miles. Extenuating circumstances will be considered.

Trips that include male and female students shall have male and female chaperones. Under no

circumstances should male and female students be allowed to share the same room

accommodations. As well, male chaperones shall supervise the male students and female

chaperones shall supervise the female students.

The Chief Academic Officer or his designee must approve all overnight trips for bands. The

overnight field trip form must be completed prior to any trip being taken.

Field Trip/Bus Trip Guidelines

Activity buses should be the primary source of transportation for field trips. Each school should

set up guidelines for checking out buses and monitoring mileage. For some trips, charter buses

may be used. Charter buses can only be used from companies on the approved Motor Coach list.

Certified companies can be obtained from Transportation Services.

Limited use of activity buses will be approved for out-of-state field trips. The Deputy

Superintendent for Administrative Services must approve the use of activity buses for out-of-state

field trips. Activity buses are subject to inspection for individual state requirements. A two (2)

week notice must be given to Transportation Services for out-of-state field trips.

Note: Only JCS employees may ride on activity buses. Non-employees have to provide their own

transportation.

Bus Use Costs

Gas is figured at a rate of $1.50 per mile round trip. Always over estimate your mileage by 10 –

15 miles in case of detouring or getting lost along the way. If a director does not estimate enough

mileage, the director is responsible for paying the difference owed for the bus mileage upon

returning from the trip.

Supervision

Adequate supervision is mandatory on all field trips. Primary responsibility for supervision is

placed on employees of the school system. To as great a degree as possible, the Band

Director or other school employee(s) should be present for supervision. If there are times

when job duties make this impossible, chaperones, as described below, may be given

responsibility for supervision. However, these occasions should be avoided whenever

possible. Please note that the requirements of Board of Education Policy 5140, Drug Free

Workplace, are in effect at all times while on a field trip.

At a minimum, one chaperone should attend a one-day field trip for every ten (10) students in

attendance. At a minimum, one chaperone should attend an overnight field trip for every ten (10)

students in attendance. Sufficient chaperones should be in place to provide the level of safety for

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each child. Male and female chaperones are required for trips requiring overnight stay if both

male and female students attend. At no time shall a chaperone stay in a room with a student.

Chaperones must:

be approved by the school system as Level II volunteers

not ride activity buses,

be approved by the principal

The Johnston County Schools’ Code of Student Conduct applies to all students while

participating in a school sponsored field trip.

Adequate supervision of student may also be provided by JCS approved staff members that are

employees of the band program. These individuals must:

be approved through the system volunteer background check,

not ride activity buses,

be approved by the principal

follow the same code of conduct as a JCS Employee

These individuals are allowed the following privileges:

act as the designee of the director in the absence of the director

provide complete and total supervision of students

The principal or designee may designate a contracted staff member to supervise students in the

event the band director is unavailable due to conflicts within the band program.

Note: Contract Staff those individuals paid for their services. These staff members must

complete contracts annually. Contracts run from June to June each year. Paid staff who

have no contact with students will need to be approved as a Level 2 Volunteer.

Medical Provision

Any diabetic student who participates on a field trip must have a diabetic care manager readily

available to the child at all times. This care manager is permitted to drive the activity bus as long

as the child with diabetes is riding that bus. At no time should the care manager be given an

assignment that would interfere with the supervision of a child with diabetes. Procedures should

be in place to care for those students who take prescription medication.

REMEMBER: The bus seating chart, field trip route, signed permission slips, field trip

passenger list and information are mandatory for a field trip.

Directors must submit the attached “Johnston County Schools Overnight and Out-of-State Field

Trip Request Form” approved by their principal, to the Chief Academic Officer for prior

approval of overnight band trips.

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Field Trip/Band Trip Checklist:

Trip permission form approved by principal

Trip permission form approved centrally, if required

Parent permission form signed and returned

Appropriate travel secured

List of students on trip turned in to the school office

List of students who have special medication needs

Student medical information/care plans

Appropriate chaperones secured

Activity Bus/Charter Bus secured

Seating charts complete

Bus returned and mileage recorded

Complete pre-trip inspection

Secure all medications for student(s) who take prescription medications and have a

trained staff member assigned to dispense medication.

Transportation

All students should travel to and from performances and practices on the activity bus with the rest

of the band. In extreme cases, directors may permit students to ride home from away

performances with parents. No student will be allowed to ride to or from an event with anyone

other than his or her parent or legal guardian.

All directors are expected to obtain their Class B CDL with a P endorsement so that they

can operate an activity bus. If, for whatever reason, a director cannot get their CDL then

they are responsible for getting someone who can drive the bus for them

Each band director is responsible for making sure the activity bus is cleaned after each use.

As a reminder, anytime there is a bus incident of any type a police report must be filed in order

for our insurance to cover the damages. Any damages that occur as a result of an accident with an

activity bus will be the responsibility of the driver if the police are not contacted. In addition,

drivers who are at fault in an accident will be required to be drug tested if they are cited by police.

It is a violation of state and federal law to transport students on vans. At no time is it permissible

to use vans to transport students.

Fundraising

Each individual school may set goals for raising incidental expenses associated

with band extracurricular activities.

Opportunities will be in place for each individual school to raise incidental

expenses. These expenses may also be termed as travel accounts, fair share,

additional funding, etc.

The principal and band director must approve all fundraising. Fundraising must

be done in compliance with Johnston County Schools Board of Education policy.

Students who do not meet their goal for raising incidental expenses may not be

allowed to participate in extracurricular activities including trips.

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Bands/color guard/auxiliary units cannot set requirements for students then

charge additional fees.

Band directors and principals shall provide financial opportunities for students

who do not have the financial means to pay fair share.

Purchases

All purchases for bands using county allotted monies should be handled as any other purchase in

the school. Purchase orders should be processed through the school accounting system and

should be cash-based purchases. Band purchase orders should have the signature of the band

director and the principal.

The principal may purchase items or services in advance of the funds as long as the total purchase

amount does not exceed the balance remaining central allocation for band for that year.

Estimated revenues for upcoming events should not be used as a foundation for purchasing band

goods and services.

Band Booster Clubs

Band Booster clubs should follow the guidelines set forth by Johnston County School Board

policy and use the handbook produced by the JCS Business Office to handle funds.

The principal of the school must approve all functions of the booster club. Any item purchased by

the band booster club becomes property of Johnston County Schools.

Parent Organizations

The Johnston County School System recognizes that parent organizations perform valuable

services to the school. Parent organizations must comply with the following guidelines: G.S.

115C-40-47

Each organization or booster club will establish bylaws setting forth the purpose,

general rules and guidelines by which it shall operate.

These bylaws shall provide a copy of the bylaws, and any revisions thereof, to

the principal.

Organizations shall secure the advice and approval of the principal before

planning any activity in which the students participate.

Organizations shall secure the prior approval of the principal, superintendent, and

Board of Education, in accordance with board policy before planning any

fundraising activity to support the school. The band director and the principal

shall suggest the needs of the school band that are conducive to meaningful

service to the school and its band students.

Each organization shall establish its own system for handling and disbursing

funds. All board policies must be followed when expenditures are made for

activities or when funds are raised through students, school buildings or school

grounds.

All items purchased for a school by organizations or booster clubs become the

property of Johnston County Board of Education.

Organizations must assure that they meet all legal requirements for employing

contract employees not otherwise employed by the school system. These include,

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but are not limited to, submission of Employment Eligibility Verification (I-9)

and issuance of appropriate tax documentations (Form 1099, etc).

Sales and Solicitations

Sales or solicitations sponsored by organizations or booster clubs which are held

outside the school and do not involve students in direct sales do not require

Board of Education approval.

Revenues by such projects are considered gifts and neither the school nor does

the Board accept responsibility or liability connected with the project. These

projects must be handled solely by the organization.

In projects in which the school and organization work jointly, all requirements of

the Board of Education must be met for school-sponsored projects.

Every fundraising project involving sales by students in grades 9-12 to persons

outside the school must be approved by the Superintendent or designee.

The Superintendent will consider approval when the request is made on official

school forms provided by the county.

No instructional time, or excuse from school may be provided for the sales to the

public.

A report must be filed at the conclusion of the sales event providing an account

of receipting and disbursements, and the disposition of items not sold.

The sale of admission tickets to student performances, athletic events or

yearbook does not require specific approval by the Superintendent.

Color Guard/Auxiliary Units

High school color guard/auxiliary unit directors in Johnston County are governed by the rules

implemented by the Johnston County Band Directors Association as well as Johnston County

Board of Education. Color Guard/Auxiliary Units such as Winter Guard, Winter Percussion, and

Color Guard are considered extra-curricular units.

No student will be denied access to a color guard/auxiliary unit for not attending practices

at a private company facility.

Color guard/auxiliary units serve as a support group for the different bands within their schools.

Color guard/auxiliary units should always strive to enhance the school band and help a school

achieve the most worthwhile objectives in its band program.

The Human Resources department must approve non-faculty and volunteer color guard/auxiliary

unit directors. As in all activities, no parent or grandparent of a student on the color

guard/auxiliary units will be permitted to have any part of directing the unit.

Johnston County Color Guard/Auxiliary Units Rules

Color guard/Auxiliary Units are considered a part of the school band in Johnston County. As with

many of our school band programs, rules have been established to deal with the selection process,

participation, and competitions. Failure to abide by the rules will results in a possible removal of

the color guard/auxiliary unit.

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1. The primary function of color guard/auxiliary units is to support and enhance the

school band.

2. A color guard/auxiliary unit’s first responsibility is to his/her academic program.

3. Any volunteer or non-district employees who assist with training color

guard/auxiliary units in any manner is subject to background check.

4. All students are eligible if they meet the academic requirements set forth by the

JCS band student participation guidelines.

5. Advisors and directors should make every effort to ensure all students have the

equal opportunity to try out for the color guard/auxiliary unit.

6. If a school chooses to have separate squads for the fall and winter band, then

tryouts for the winter band will follow the same guidelines as fall units.

7. Official tryouts and/or practice occur when director and color guard/auxiliary

units meet together, including practice, instructional time, and videos. Members

are not allowed to be active without a director present. Practice may not exceed

the allotted band practice times. There will be no practice on Sunday.

8. Color guard/auxiliary units are required to use transportation provided by the

school system.

NOTE: Middle school color guard/auxiliary units may become competing members of the

Atlantic Indoor Association. Once a member of the AIA, middle school color guard/auxiliary

units may only participate in competitions that are hosted by Johnston County Schools or

adjoining counties. They may also participate in the AIA Championships when hosted in North

Carolina.

Non-School Based Institutions

Non-school based institutions providing any service for color guard/auxiliary units must

be approved by the Johnston County Schools Deputy Superintendent. Permissible costs

that may be passed on to students are items related to uniforms only.

Non-school based institution services, competition costs, and competition routine costs

may not be passed on to the student. The costs and the funding source would need

approval by the band director and principal of the school before plans are made for the

costs.

Color guard/auxiliary unit squads are not permitted to practice without the supervision of

the approved school color guard/auxiliary unit director. This includes teams practicing at

a non-school based institution.

Fund Raising

The principal and band director must approve all fund raising. Fundraising must be done in

compliance with Johnston County Schools Board Policy.

Note: Students will be allowed to participate in band activities with no repercussions

for not paying their fees.

16

Johnston County Schools

Annual Band Director Meetings

August County Teacher Workday

Fall PLC Day

February/All County Band Practice Day

Spring PLC Day

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Policies and Forms

18

NON-FACULTY INSTRUCTOR/DIRECTOR

Non-Faculty Instructors/Directors that are employed for an entire season should follow

the guidelines for employment with Johnston County Schools listed below. No services

should be performed until all steps in the process have been completed.

A non-faculty instructor/director is an adult who instructs/directs or will be an assistant

instructor/director; and will receive pay from the parent organization of each band

program. This individual must adhere to the following:

The candidate will complete Parts I and II of the Johnston County Schools

Volunteer online application and submit it

Selection – Prospective non-faculty instructors/directors should complete a

Non-Faculty Coach application:

Can be obtained from Human Resources; or

Can be downloaded from the Johnston County Schools website from the

Employment under Documents section of the website

(www.johnston.k12.nc.us)

Send the completed and signed application to Human Resources;

Completed application must include:

o Two written references;

o Consent to Perform Criminal History/Background Check form;

o Equal Opportunity Information sheet.

The band director will complete the JCS Request for Approval of Non-Faculty

Instructor/Director form, have the principal sign it and send it to Human Resources.

A Human Resources Director will conduct the screening process and notify

the Deputy Superintendent of eligibility status

The Deputy Superintendent will notify the principal of the eligibility status of the

candidate.

The candidate will begin duties only AFTER approval has been given by the

Deputy Superintendent. Non-faculty instructors/directors may not instruct their own

child/grandchild.

Once a non-faculty instructor/director has been approved, this process does not need to be

repeated for consecutive school years; simply submit the JCS Non-Faculty

Instructor/Director form to Administrative Services each year thereafter.

Revised July, 2012

19

JOHNSTON COUNTY SCHOOLS

REQUEST FOR APPROVAL OF NON-FACULTY INSTRUCTOR/DIRECTOR

School Name ____________________________________________________________

Requested Assignment/Activity

Applicant’s Name (Please Print) _____________________________________________

Applicant’s Mailing Address ________________________________________________

_____________________________Telephone:__________

Applicant’s Social Security Number _________________________________________

Applicant’s Date of Birth _______________________________________________

Number of prior years scholastic instructor/directing experience ________

I understand that I will be paid by a parent organization if approved for the above

referenced instructor/directing assignment.

_______________________________ ___________________________

Applicant’s Signature Date

************************************************************************

I verify that the above named applicant is a highly qualified educator and has completed

all of the appropriate paperwork to formally become a member of the staff at the below

mentioned school. I also verify that the above named applicant has been informed of the

Johnston County Schools Band Rules and Regulations, including color guard/auxiliary

unit regulation. I recommend this applicant as instructor/director for:

(Activity)__________________________ a______________________________ School

for the_______________________ school year.

This applicant has the appropriate credentials for this position.

________________________________ ___________________________________

Principal’s Signature Date Band Director’s Signature Date

APPROVAL OF NON-FACULTY INSTRUCTOR/DIRECTOR

_____________________________________ ______________________ JCS Human Resources Director Date Approved

______________________________________ ______________________ JCS Deputy Superintendent Date Approved

Non-Faculty Instructors/Directors may not begin duties (including practicing) until approval of this

application.

Non-Faculty Instructors/Directors must complete the application/security process through our

Human Resources office prior to employment.

20

VOLUNTEER INSTRUCTOR/DIRECTOR

A volunteer instructor/director is an adult who wishes to assist with instructing/directing

for an abbreviated period of time and/or receives no pay.

Guidelines:

The candidate will complete Parts I and II of the Johnston County Schools Volunteer

online application and submit it;

The principal will complete the Volunteer Instructor/Director Approval form and attach

it to the volunteer application stating authorization for the volunteer to instruct/direct

in the requested position, and then send the application to the Human Resource

Department;

Human Resources will conduct the screening process and notify the Deputy

Superintendent of the approval status;

The Deputy Superintendent will notify the principal; or designee that oversees

volunteer information.

The candidate may begin duties only AFTER approval has been obtained from the

Deputy Superintendent.

This process must be renewed/updated on the JCS Volunteer portal for each individual it

affects after July 1st, before the next school year begins.

NOTE: Volunteers may not instruct/direct their own child/grandchild.

Revised July, 2012

21

JOHNSTON COUNTY SCHOOLS

REQUEST FOR APPROVAL OF VOLUNTEER INSTRUCTOR/DIRECTOR

School Name ____________________________________________________________

Requested Assignment/Activity

Applicant’s Name ________________________________________________________

Applicant’s Mailing Address ________________________________________________

____________________________Telephone:___________

Applicant’s Social Security Number __________________________________________

Applicant’s Date of Birth ___________________________________________________

Number of prior years scholastic instructor/director experience ________.

I understand that I will be volunteering if approved for the above referenced assignment.

_______________________________ ___________________________

Applicant’s Signature Date

***********************************************************************

I recommend this applicant as volunteer instructor/director for (activity)___________________at

_______________________________School for the _______________school year.

This applicant has the appropriate credentials for this position.

__________________________________ _________________________________

Principal’s Signature Date Band Director’s Signature Date

APPROVAL OF VOLUNTEER INSTRUCTOR/DIRECTOR

_______________________________ ______________________________ JCS Human Resources Director Date Approved

__________________________________ _________________________________

JCS Deputy Superintendent Date Approved

Volunteer Instructors/Directors may not begin coaching (including practicing) until approval of this

application.

Volunteer Instructors/Directors must complete the application/security process through our Human

Resources office prior to volunteering. Volunteers may not instruct their own child/grandchild.

22

This form is confidential and will be retained in a secure location by the Head Chaperone during travel status.

Johnston County Band Directors Association

Medical Treatment Permission Form

Section I:

Student Name: Date of Birth:

Mailing Address: City/State/Zip:

Student Home Phone:

Mother’s Name: Mom’s Work Phone:

Mom’s Cell Phone:

Father’s Name: Dad’s Work Phone:

Dad’s Cell Phone:

Instrument: Marching: Concert: Guard: Grade:

I ,t he undersigned, being the parent, legal guardian, or legal next-of-kin of the above named

student hereby authorize any necessary treatment for this person while participating in any

Johnston County High School Band, Guard, and Ensembles. I also guarantee payment of all

charges incurred during the treatment (i.e. ambulance, physician, hospital, x-ray, laboratory,

medications, etc.). I, agree that JCS and it agents and/or employees shall be in no way

responsible for any injuries suffered by our child(ren) while engaged in any band activity

sponsored by the Johnston County Schools. Further, we hereby release the aforesaid of any and

all liability for such injuries. In regard to such person, I submit the following pertinent

information:

Student Name:

Allergies (medication/food):

Special Medical Needs:

Current Medications

(including Vitamins):

Date of Last Tetanus Shot:

Physician Name and Phone #:

Dentist Name and Phone#:

Medical Insurance Coverage:

Subscriber’s Name and Policy #:

The parent or guardian will always be the first person attempted to contact. If unavailable, please

provide two emergency contacts (not parents) that we will be able to contact for your student(s).

Emergency Contact (primary) Name:_______________________ Relationship:______________

Phone Numbers: Home____________________ Work_________________ Cell_____________

Emergency Contact (secondary) Name:_____________________ Relationship:______________

Phone Numbers: Home____________________ Work_________________ Cell_____________

SIGNATURE OF PARENT OR LEGAL GUARDIAN (REQUIRED)

_________________________________ ___________________

Signature Date Relationship

DO

B:

_____

_____

_____

_____

_____

_____

_____

____

Nam

e:

_____

_____

_____

_____

_____

_____

_____

____

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Section II: Injury risk: Every participant and their parents are hereby advised that participation

in marching band involves strenuous physical activity and interstate and intrastate travel posing

the danger of injury and illness to band participants. The undersigned and his/her

parent(s)/guardian(s) acknowledge and assume the risk of such dangers, and by their signature

hereto indicate their willingness to voluntarily participate in the marching band activity with full

knowledge of possible dangers, including bodily injury and illness.

__________________________________

Signature Date

Section III: Parent/guardian permit: I hereby give my consent for the above named to

participate in said marching band through Johnston County Schools, and give my permission for

him/her to participate in any travel associated with the marching band as authorized by the school

district.

__________________________________

Signature Date

Section IV: Photography: I hereby give my consent for the above named to be photographed or

videotaped by Johnston County Schools Bands, or its representatives, for school and band use

only.

__________________________________

Signature Date

Section V: Emergency Treatment: I hereby give my consent for the above named to be treated in

an emergency situation. An emergency situation can occur, but may not be limited to, a marching

band rehearsal; football game; competition or school approved field trip.

__________________________________

Signature Date

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Johnston County Band Directors Association

BAND EQUIPMENT USE CONTRACT

This Contract and Agreement by and between the Johnston County Board of

Education specifically, _____________________________________ School and

_____________________________________ student and parent/legal guardian, for the

mutual promises contained herein do hereby agree to the following:

INSTRUMENTS

The Johnston County Schools will provide a limited number of instruments and

cases for the use of students in order to fulfill the instrumental needs of the band. There

is no fee for the use of the instruments however, for the orderly administration of the use

of the instruments, the security of the instrument, and the assurance that the instrument

will not be damaged or misused the undersigned student and parent/legal guardian agrees

to the following:

1. The student and parent/legal guardian agree that they are responsible for

the care and maintenance of any instrument and case given to the student.

2. While in the instrument and case is in the care of the student, any repairs

to the instrument and/or case are to be done at the student’s expense.

3. If any damage, the student shall bring the damage to the attention of the

Band Instructor and the Band Director immediately.

4. The student agrees to put forward the best effort and fully participate in all

band activities. Students and parents/legal guardians agree that the student

will be transported along with the instrument to and from the school for

practices and evening performances.

5. The student agrees to not let unauthorized persons handle the instrument.

The Band Instructor, the student and his/her parents/legal guardians are

the only person authorized to handle the instruments.

6. The Band Instructor must authorize all repairs. Do not make or contract

for any repairs without the consent of the Band Director.

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7. The student and parent/legal guardian agree that if the said instrument

and/or case is damaged or lost the student is responsible for its

replacement or the financial costs, whichever is less, for the instrument

and/or case in the discretion of the Band Director.

The student and/or parent/legal guardian have inspected the instrument and case

and notated any previous wear and tear or previous damage to the instrument. (Notate

any observable damage of the instrument on the back of this Contract)

Instrument Information: ___________________________________________________

Make: ______________________________ Model: _______________________

Serial Number: __________________________________________________________

Other Information: _______________________________________________________

EQUIPMENT

Johnston County Schools will also provide other equipment in order to

fulfill the needs of the students and the overall band program. There is no fee for the use

of this equipment. This may include, but is not limited to, flags, rifles, sabers, props, and

electronic devices.

1. The student and parent/legal guardian agree that they are responsible for the

care and maintenance of any said equipment given to the student.

2. The student and parent/legal guardian agree that if the said equipment is

damaged or lost the student is responsible for its replacement or the financial

costs, whichever is less, for the equipment in the discretion of the Band

Director.

The student and/or parent/legal guardian have inspected the equipment

and notated any previous wear and tear or previous damage to the equipment. (Notate

any observable damage of the equipment on the back of this Contract)

Equipment Information: ___________________________________________________

Piece of Equipment Being Used: ____________________________________________

Serial Number (if applicable): ______________________________________________

Other Information: _______________________________________________________

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UNIFORMS

Johnston County Schools will provide uniforms to student performers to

wear for each season they are involved. This may include, but is not limited to, uniforms

for: Marching Band, Concert Band, Colorguard, Winterguard and Percussion Ensembles.

1. The student and parent/legal guardian agree that they are responsible for the

care of the uniform during the season in which it is used.

2. The student and parent/legal guardian agree that if the uniform is damaged or

lost, the student is responsible for its replacement or the financial costs,

whichever is less, for the uniform in the discretion of the Band Director.

The student and/or parent/legal guardian have inspected the uniform and

notated any previous wear and tear or previous damage to the uniform. (Notate any

observable damage of the uniform on the back of this Contract)

Uniform Information: _______________________________________________

Ensemble: __________________ Season of Uniform: ___________________

Brief Description of Uniform: ________________________________________

Pant #: ___________ Jacket #: ___________ Shako #: _________

Other Information: _________________________________________________

Student Signature: ________________________________________________________

Date: ______________________________

Parent/Legal Guardian Signature: ____________________________________________

Date: ______________________________

Band Director: ___________________________________________________________

Date: _______________________________

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NOTES:

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